Sending Requests to Candidates
Proactively reach out to qualified candidates on Hire22.ai. Learn how to send interview requests, initiate conversations, and engage with talent effectively.
Reaching Out to Candidates
Hire22.ai allows you to proactively contact candidates who match your requirements, even if they haven't applied to your job yet. This is perfect for sourcing passive candidates and building your talent pipeline.
Types of Outreach
- Interview Request: Directly invite candidates to interview
- Job Invitation: Invite candidates to apply to your job
- Connection Request: Start a conversation for future opportunities
- Quick Message: Send a personalized message
Personalized messages get 3x higher response rates than generic templates. Always mention specific skills or experiences from the candidate's profile.
Finding Candidates to Contact
Search Candidate Database
Navigate to Candidates > Search and use filters to find qualified talent:
- Skills: Required technical or soft skills
- Experience Level: Years of experience
- Location: City, state, or remote preferences
- Industry: Current or previous industry
- Education: Degree and institution
- Availability: Actively looking, open to opportunities, or passive
Review Profiles
Click on candidate profiles to view detailed information:
- Complete work history and projects
- Skills and endorsements
- Education and certifications
- Portfolio and work samples
- Availability and preferences
Check Match Score
Hire22.ai shows a match score based on your job requirements:
- 90-100%: Excellent match - prioritize outreach
- 75-89%: Strong match - good candidate
- 60-74%: Moderate match - consider for flexibility
- Below 60%: Weak match - may not be ideal
Sending an Interview Request
The most direct way to engage qualified candidates:
Click "Request Interview"
On the candidate's profile, click the "Request Interview" button.
Select Job Position
Choose which of your active jobs this interview request is for. The candidate will see full job details.
Choose Interview Format
Select interview type and provide details:
- Video Call: Specify platform (Zoom, Google Meet, Teams)
- Phone Call: Provide contact number
- In-Person: Include office address
- Screening Call: Quick preliminary conversation
Propose Time Slots
Offer multiple time options for flexibility:
- Select 2-3 time slots from your calendar
- Include date, time, and timezone
- Or send calendar availability link
Connect your Google or Outlook calendar to automatically show availability and prevent double-booking.
Write Personalized Message
Craft a compelling message that includes:
- Why you're reaching out specifically to them
- What caught your attention in their profile
- Brief overview of the opportunity
- What makes your company/role attractive
- Next steps and expectations
Example Message:
Hi [Candidate Name],
I came across your profile and was impressed by your experience with React and Node.js, particularly your work on [specific project]. We're looking for a Senior Full Stack Developer at [Company Name] to lead our product development team.
I'd love to schedule a brief call to discuss this opportunity and learn more about your career goals. Would you be available for a 30-minute video chat this week?
Looking forward to connecting!
[Your Name]
Send Request
Review your message and click "Send Interview Request". The candidate receives an email and in-app notification.
Sending Job Invitations
Invite promising candidates to apply to your open positions:
- From candidate profile, click "Invite to Apply"
- Select the job posting you want to invite them to
- Add a personalized note explaining why they'd be a great fit
- Click "Send Invitation"
Job Invitation Best Practices
- Highlight 2-3 specific qualifications that match
- Mention unique benefits or perks
- Keep message concise (150-200 words)
- Include a clear call-to-action
- Make it easy to apply (one-click from invitation)
Don't send generic invitations to large numbers of candidates. Quality over quantity - personalized, targeted outreach gets better results and maintains your reputation.
Bulk Outreach to Multiple Candidates
For high-volume hiring, send messages to multiple candidates at once (Professional and Enterprise plans):
How to Send Bulk Messages
- Search for candidates using filters
- Select multiple candidates using checkboxes (max 50 at a time)
- Click "Bulk Actions" > "Send Message"
- Choose message template or create new
- Use personalization tokens: {first_name}, {last_name}, {title}
- Preview how messages will appear
- Schedule immediately or for specific time
- Click "Send to Selected"
Personalization Tokens
Make bulk messages feel personal:
{first_name}- Candidate's first name{last_name}- Candidate's last name{title}- Current job title{company}- Current company{location}- Candidate's location{top_skill}- Their most prominent skill
Using Message Templates
Save time with pre-written, tested message templates:
Default Templates
Hire22.ai provides templates for common scenarios:
- Interview Request - Phone Screen
- Interview Request - Technical Interview
- Job Invitation - Direct Match
- Job Invitation - Similar Role
- Networking - Future Opportunities
- Follow-up - No Response
Creating Custom Templates
- Go to Settings > Message Templates
- Click "Create Template"
- Name your template
- Write template content with personalization tokens
- Set template category
- Save for future use
Template Best Practices
- Keep templates flexible with personalization options
- A/B test different message variations
- Update templates based on response rates
- Create role-specific templates (engineering, sales, etc.)
Tracking Outreach and Responses
Monitor the effectiveness of your outreach efforts:
Outreach Metrics
- Sent: Number of requests/invitations sent
- Delivered: Successfully delivered messages
- Opened: Candidates who viewed your message
- Response Rate: Percentage who replied
- Acceptance Rate: Percentage who accepted interview/invitation
Viewing Outreach History
Track all your candidate communications:
- Go to Communication > Sent Requests
- Filter by type (interview request, job invitation, message)
- See status: Pending, Viewed, Accepted, Declined, No Response
- View response times and candidate replies
- Follow up on pending requests
If no response after 3-5 days, send a polite follow-up. After a second no-response, wait 2-4 weeks before reaching out again to avoid being pushy.
Outreach Best Practices
Personalize Every Message
Reference specific projects, skills, or experiences. Show you've actually reviewed their profile.
Be Clear and Concise
Respect candidates' time. Get to the point quickly and make it easy to understand what you're offering.
Show Value
Highlight what makes your opportunity unique - growth potential, technology stack, company culture, or compensation.
Respect Boundaries
If a candidate declines or doesn't respond after 2 follow-ups, respect their decision and move on.
Timing Matters
Send messages Tuesday-Thursday, between 9 AM - 11 AM or 2 PM - 4 PM in the candidate's timezone for best response rates.
Frequently Asked Questions
How many candidates can I contact per day?
This depends on your plan. Starter: 10/day, Professional: 50/day, Enterprise: Unlimited. These limits reset daily and prevent spam.
Can candidates see who else I've contacted?
No, all outreach is private. Candidates only see messages sent to them, not your other communications.
What if a candidate doesn't respond?
Wait 3-5 days, then send one polite follow-up. If still no response after another week, move on to other candidates. They may not be actively looking or may have missed your message.
Can I unsend a message?
You can unsend within 5 minutes of sending if the candidate hasn't viewed it yet. After that or once viewed, messages cannot be unsent.